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Posting Date: 6 Mar 2025
City: Genova
Location:
Genova, IT, 16128
Contract Type: Permanent
Division:
Level of experience: Intermediate
RINA is currently recruiting for a Global Strategy & Innovation Executive Assistant to join its office in Genoa (Italy) within the Strategy & Innovation Division.
Mission
As the Global Strategy & Innovation Executive Assistant, you will play a vital role in managing the executive's schedule, coordinating meetings, and ensuring smooth day-to-day operations. This position requires a proactive individual with exceptional organizational skills and the ability to handle sensitive information with utmost discretion.
Key Accountabilities
* Calendar Management:
- Maintain and manage the CEO or EVP or Chief of Function complex and dynamic calendar.
- Schedule and confirm meetings, appointments, and events.
- Coordinate and prioritize the CEO or EVP or Chief of Function daily activities to ensure efficient use of time.
* Meeting Coordination:
- Organize and prepare materials for meetings, including agendas, presentations, and reports.
- Take minutes during meetings and distribute them to relevant stakeholders.
- Ensure all technological needs for meetings (e.g., video conferencing) are met.
* Communication Management:
- Serve as the primary point of contact between the CEO or EVP or Chief of Function and internal/external stakeholders.
- Screen and direct phone calls, emails, and correspondence.
- Draft, review, and send communications on behalf of the CEO or EVP or Chief of Function.
* Travel Arrangements:
- Plan and book domestic and international travel arrangements.
- Prepare detailed itineraries and handle any changes or issues that arise during travel.
* Document Management:
- Maintain and organize the CEO or EVP or Chief of Function files, documents, and records.
- Handle confidential information with utmost discretion.
* Administrative Support:
- Perform general administrative tasks such as expense reporting, supply ordering, and office organization.
- Assist with special projects and research as needed.
* Relationship Management:
- Build and maintain positive relationships with internal staff and external partners.
- Represent the CEO or EVP or Chief of Function in a professional manner at all times.
Education
High School Diploma/GED in Business Administration or Finance Management
Bachelor’s Degree
Qualifications
* Minimum of 3 years of experience in a similar role
* Proficiency in calendar management, meeting coordination, communication handling, travel planning, and document organization
* Proven track record of delivering high-quality administrative support and maintaining positive relationships with stakeholders at all levels of the organization
* Flexibility to adapt to changing priorities and address urgent matters efficiently
* Strong organizational skills
* Fluency in Italian and a good command of English are mandatory
* ADDRESS THE WAY - Have a big picture of different situations and reinterpret it in a perspective way
* BUILD NETWORK - Forge trust relationships across departments and outside the organization
* CLIENT INTIMACY - Embrace internal and external client needs, expectations, and requirements to ensure maximum satisfaction
* EARN TRUST - Take everyone's opinion into account and remain open to diversity
* MAKE EFFECTIVE DECISIONS - Structure activities according to priorities, actions, resources, and constraints
* MANAGE EMOTIONS - Recognise one's and others' emotions and express and regulate one's reactions
* PIONEER CHANGE - Actively embrace change and benefit from the new circumstances
* PROMOTE SUSTAINABLE DEVELOPMENT - Promote commitment by keeping promises as a Role Model
* THINK FORWARD - Capitalise on experiences and translate them into action plans for the future
With over 5,800 employees and 200 offices in 70 countries worldwide, RINA is a multinational player providing certification, marine classification, product testing, site supervision, vendor inspection, training, and engineering consultancy services across a wide range of sectors. Our business model covers the full process of project development, from concept to completion, ensuring a project’s technical, environmental, and safety sustainability.
At RINA, we endeavor to create a work environment where every single person is valued and encouraged to develop new ideas. We provide equal employment opportunities and are committed to creating a workplace where everyone feels respected and safe from discrimination or harassment of any kind. We are also compliant with the Italian Law n. 68/99.
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